Inter Departmental Billing Form Instructions

(Last updated: February 8, 2010)

Please take a minute to review the instructions to reduce errors, prevent send backs, and expedite the processing of these forms.

  • Departments may complete an Interdepartmental Billing Form to transfer money for goods and services being billed to another UW-Madison department.
  • Do NOT use this form to:
    • Process honorariums or other overload payments for faculty and staff—payments that should be processed through payroll or involve a 1099 to document income
    • Pay third party student tuition payments.

Steps to complete the form.

  1. Complete the three required fields in the top section of the form.
    • Prepared By
    • Department Name and #
    • Phone #
    • Other billing details, Email Address, Date of Request, Fiscal Year, and Billing Details are optional
  2. Enter the appropriate coding string in the Debit and Credit sections of the form. Note: Only one line for each coding string is necessary unless you wish to see details in WISDM.
    • 6-digit Dept ID
    • 3-digit Fund
    • 1-digit Program
    • Payments involving projects include a 7-digit Project code
    • 4-digit Account code
    • 5-digit Class (Bldg#) — optional
  3. Fill out the rest of the fields in the main body of the form.
    • Amount—form will format number as positive (+) for Debit and negative (-) for Credit
    • Description — displays in WISDM (e.g., Copy Charges for October)
    • Journal Ref — optional
    • Reference # — optional; some departments use for internal reference number
    • Voucher ID — optional
    • Invoice # — optional; some departments choose to attach an invoice and reference the number
  4. The form is formatted to automatically calculate the Total Debits and Total Credits fields.
    • The amount fields are already formatted to display dollar signs, commas, and plus/minus signs so there is no need to enter them.
    • Check to ensure the Total Credits field is a negative (-) number.
  5. If you run out of room, insert more rows.
    • The “Add Debit Row” and “Add Credit Row” buttons are macros and may not function in newer versions of Excel for the PC or Mac.
    • Use Insert>Row options from the menu if the buttons do not work.
  6. Print the form and send a hardcopy to Accounting Services, 21 N. Park, Suite 6101.

Inter Departmental Billing Form (Updated FY8)

Questions regarding this form should be directed to Accounting Services .